Payroll run statuses and checks
Run types
| Type | What it pays |
|---|---|
| Regular | The period's salary for everyone on the policy, with attendance, variable pay, loans, overtime and arrears. |
| Off-cycle | Only approved variable pay marked for an off-cycle run, after the period's regular payroll is finalized. PF and ESI are topped up within the month's limits. |
| Full and final | A leaver's final settlement. |
Run statuses
| Status | Meaning | What you can do |
|---|---|---|
| Draft | Created, not processed yet. | Process, cancel. |
| Queued | Waiting to be processed. | Wait. |
| Processing | Pay is being calculated. The run shows how many employees are done. | Wait. |
| Ready for review | Pay is calculated. | Review, reprocess, hold, exclude, finalize, cancel. |
| Finalized | Results are permanent. | Generate payslips, publish, reverse, hold or release pay. |
| Published | Employees can see their payslips. | Download the bank file and journal. Hold or release pay. |
| Locked | Closed for good. | View only. |
| Reversed | Rolled back after finalizing. The reason is shown on the run. | Start a new run for the period. |
| Cancelled | Stopped. Results are kept for reference. | Start a new run for the period. |
Employee statuses in a run
| Status | Meaning |
|---|---|
| Not processed | Not calculated yet. |
| Processing | Being calculated. |
| Processed | Calculated successfully. |
| Failed | Couldn't be calculated. The reason is shown on the employee. |
| Excluded | Left out of this period. |
An employee can also be On hold: pay is calculated but not released, and they are left out of the bank file.
Needs a look
These flags point to employees worth checking before you finalize. They don't stop the run.
| Flag | Meaning |
|---|---|
| Joined this period | Paid for part of the period. |
| Joined after cut-off | Joined after the policy's joiner cut-off, so added as Excluded and paid in the next period. Select Include again to pay them now. |
| Left this period | Paid for part of the period. |
| Loss of pay | Has unpaid days. |
| Salary changed mid-period | Paid on two salaries for the period. |
| Arrears paid | Received a difference for earlier periods. |
| Negative net pay | Deductions exceed earnings; the difference is recovered through the recovery component. |
| Zero pay | Net pay is zero. |
| Net pay below minimum | Net pay is below the minimum set in Processing rules. |
| Net pay changed over 20% | Net pay differs from the last period by more than 20%. |
| Attendance not processed | Attendance for the period wasn't processed. |
| Work state missing | The state used for state-level deductions such as PT is missing. |
| TDS changed | Income tax for the month was set by hand. |
Before you finalize
| Check | What to do |
|---|---|
| No employees with an approved salary on this policy are in the run. | Approve salaries, then reprocess. |
| Employees have not been processed yet. | Process or reprocess the run. |
| Employees failed to process. | Fix the cause and reprocess, or exclude them. |
| Variable pay changed after the run was processed. | Reprocess the run. |
| You processed this run, so another administrator must finalize it. | Ask another payroll administrator to finalize. |
| Variable pay entries are still waiting for approval. | Approve them and reprocess, or finalize without them. |
| Employees have no approved salary. | They won't be paid. Approve their salaries and reprocess, or continue without them. |
| Employees have net pay below the minimum and are not on hold. | Hold their pay for this period, or finalize as it is. |